FFLA privacy policy
FFLA is committed to providing quality services to you and this policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.
We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information. A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au
What is Personal Information and why do we collect it?
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes names, addresses, email addresses, and phone numbers.
We collect personal information about our clients, job applicants, employees, our business and professional contacts, and other individuals we may deal with while operating our business and providing our services. We may collect personal information from you in the following circumstances:
When you enquire about our services or become a client of FFLA
When you engage in recruitment activities, apply for or accept a role with us.
When you apply for or undertake work experience with us.
When you deal with us in a business or professional capacity, for example you are a consultant, sub-consultant, service provider or supplier we work with or are looking to work with.
Tracking your visits to or from our websites and to help us understand our visitors’ needs related to our website design.
When you make an online enquiry with us.
Protecting the safety and security of our staff, sites and assets
When you are a member of the public and we interact with you in some way (for example you participate in a community consultation conducted by us, or other events, promotions, or activities).
Responding to enquiries and complaints.
The types of personal information that we collect and hold about you will depend on the circumstances in which it is being collected but may include:
Your name, title and personal and/or professional contact details such as email, phone number and address.
Details of the organisation that you work for or represent, including your position.
Bank or payment details.
Information about your interactions, dealings, and communications with us or relating to our services we may provide, including any contact by telephone, email or online and activity at our websites or offices.
Information about your use of our services.
Your feedback and opinions (including when we conduct community consultations).
For staff and job applicants, for example if you apply for a job with us online or via one of our social media channels, as well as sub-consultants such as allied professionals we may engage or seek to engage on our projects, resumes and references, your skills, qualifications, professional memberships or accreditations, employment history, personal references, and past responsibilities.
Employment-related information including information after you have accepted a role with us such as your superannuation details, your tax file number, emergency contacts and your use of our IT and communications resources; and
In rare and specific circumstances, what is classified as “sensitive information” under applicable privacy laws, including health information (including relevant health and medical information for employees, and in some circumstances your vaccination status information). We generally only collect this information from employees or sub-consultants and only ever do this to the extent such sensitive information is relevant to our functions and activities and in accordance with applicable privacy laws.
We may disclose your personal information:
to your employer or the organisation you represent.
to our subcontractors and service providers, such as providers of archival, auditing, accounting, customer contact, business consulting, payment, debt collection, delivery, data processing, data analysis, document management, information broking, research, investigation, insurance, recruitment, screening check, website, technology, payroll, superannuation, staff benefits, surveillance and training services.
for staff and job applicants: referees, academic institutions, health service providers and professional and trade associations.
In certain circumstances (where required or permitted under applicable laws or with your consent if so required by applicable laws), we may collect, store, use and disclose personal information relating to you to third parties in order to comply with any requirements of law, or any legal or regulatory process, including for the purposes of obtaining legal advice, for the purposes of credit risk reduction, to prevent and detect fraud and/or to protect and defend the rights and property of FFLA. Those third parties may include government authorities, courts, lawyers and credit reference services. In Australia, the laws under which we collect certain personal information include the Fair Work Act, Superannuation Guarantee (Administration) Act, the Income Tax Assessment Act and other tax laws, Corporations Act, occupational health and safety acts and workers compensation acts.
In the event that we or a part of our business undergo re-organisation or are sold or licensed to a third party, personal information about you may be transferred to or from that re-organised entity, licensee or third party.
Interaction on the internet
Generally, you control the amount and type of information you provide to us when using our websites. You may visit our websites without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to FFLA will be managed in accordance with this Privacy Policy.
When you use our websites, we automatically collect certain computer information by the interaction of your mobile phone or web browser with our website. Such information is generally not personal information.
Cookies
Our websites use “cookies” to collect information about how you use our site, which allows us to better improve the user experience. A “cookie” is a small piece of data stored on your computer or mobile device by your web browser, which assists in managing customised settings of the website and delivering content to personalise your browsing experience. You are not identifiable from the information that is collected by cookies. You can use the settings in your browser to disable the use of cookies. However, if you disable cookies, you may not be able to access certain pages or content on our websites.
Third Party tracking tools
We use Google Analytics to improve the performance and features of our websites. Google Analytics is a third-party tracking tool designed to collect information about your use of the website, but you are not identifiable from the information. However, Google Analytics is created and managed by parties outside our control, and we are not responsible for what information is actually captured by such third parties or how those third parties use and protect that information.
Automatic information
We automatically receive information from your web browser or mobile device. This information includes the name of the website from which you entered our website, if any, as well as the name of the website to which you’re headed when you leave our website. This information also includes the IP address of your computer/proxy server that you use to access the internet, your internet website provider name, web browser type, type of mobile device and computer operating system. We use this information to analyse trends among our visitors to our websites to help improve our websites.
Third Party links
FFLA websites may contain links to third-party websites. FFLA is not responsible for the content or privacy practices of websites that are linked to our website.
Holding of information
FFLA takes reasonable steps to protect your personal information from misuse, interference, and loss and from unauthorised access, modification, or disclosure. We store information in paper-based files or other electronic record keeping methods in secure databases (including trusted third-party storage providers based in Australia and overseas). We maintain computer and network security; for example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
Our websites and all online contact forms use encryption to ensure the secure transmission of information via the internet. Users of our websites are encouraged to exercise care in sending personal information via the internet.
We take steps to destroy or de-identify information that we no longer require or as required by applicable law.
Personal Information rights
Where provided by applicable law, you have the right to access the personal information that we hold about and to receive a copy of that information. You can also ask that personal information provided by you to us is transmitted to another party. We may need to verify your identity to respond to your request. We will respond to any request within a reasonable period permitted under applicable privacy laws and will generally give access unless an exemption applies to certain information.
If your details change, or you believe that your personal information is inaccurate, out-of-date, incomplete, or irrelevant or misleading you may ask us to update or correct it or where applicable request erasure of your personal information or request that further processing is restricted while we investigate your concerns with this information. We may need to verify your identity first.
You can make a request for access or correction by contacting us on the details below.
You may also withdraw your consent where provided or object to the further processing of your personal information under certain circumstances.
If we refuse any request you make in relation to your available rights, we will write to you to explain why and how you can make a complaint about our decision.
Complaint process
You may contact FFLA at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.
You may make a privacy complaint about the way FFLA handles your personal information by contacting admin@ffla.com.au
FFLA will first consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint. We will generally acknowledge the receipt of your complaint within a reasonable time.
If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation into your complaint promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate, and review relevant documents and speak with individuals involved. We seek to investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to your complaint, or you consider that FFLA may have breached the Australian Privacy Principles or the Privacy Act, a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1300 363 992 or by using the contact details on the website www.oaic.gov.au
Changes to the privacy policy
FFLA may amend and update this Privacy Policy from time to time to reflect changes to our practices and procedures, systems or obligations. Any changes to this policy will be notified by posting an amended version on our website, with the changes taking effect at that time.